PN052 - Exclusions Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Children and Family Services
Work area: Inclusion/Additional Learning Needs (ALN)
Contact Details: Donna Lewis
Privacy Notice Name: Exclusions

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

The Education Service has a duty to monitor the exclusions of pupils educated in Torfaen schools and collect and provide anonymised data on exclusions as subscribed by the Welsh Government statutory requirements.

Who provides your data to the Council?

We receive personal information indirectly from pupil exclusions provided by the school the pupil is on roll at.

How does the Council collect this information:

  • Exclusion notification form (hard copy and electronic)
  • Data added onto Capita ONE system

What information does the Council collect about you?

The Inclusion service collects:

  • Name
  • Date of Birth
  • National Curriculum Year
  • Reason for Exclusion
  • Additional Learning Needs (ALN) status
  • Gender
  • Reason for exclusion
  • Type of exclusion (fixed term/permanent)
  • Number of days excluded
  • Number of incidents of exclusion
  • Information relevant to exclusion

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(e) We need it to perform a public task

The education service has a duty to monitor the exclusions of pupils educated in Torfaen schools and collect and provide anonymised data on exclusions as subscribed by the Welsh Government statutory requirements.

Special categories of personal data:

We do not collect any special category or criminal data.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

No pupil level data is shared with outside agencies.

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?


How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in:

  • Capita ONE
  • Secure drive

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • The ALN Service retain records for Home Educated Pupils in line with the Council policy of the child’s date of birth plus 25 years.

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances))
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact Donna Lewis Senior ALN Manager 01495 766974

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 04/10/2023 Back to top